Accounts Payable Specialist

Job Title: Accounts Payable Specialist
Department: Accounting
Reports To: Accounting Supervisor
FLSA Status: Non-Exempt
Schedule: Monday-Friday,8:00am-5:00pm
Location: On-Site

Position Summary

The Accounts Payable Specialist is responsible for accurately processing vendor invoices, maintaining financial records, and ensuring timely payment of company obligations. This position works closely with internal departments and vendors to resolve billing discrepancies, maintain organized documentation, and support the overall financial operations of the company. The ideal candidate is highly organized, detail-oriented, trustworthy, and capable of managing multiple priorities while maintaining confidentiality.

Essential Duties and Responsibilities

Accounts Payable

• Review, verify, and process vendor invoices for accuracy and proper approval.
• Match invoices to purchase orders, contracts, or supporting documentation when applicable.
• Enter invoices into the accounting system accurately and timely.
• Prepare weekly and monthly payment runs by check, ACH, wire transfer, or credit card.
• Monitor payment due dates to ensure timely payments and avoid late fees.
• Process employee expense reimbursements in accordance with company policy.
• Reconcile vendor statements and resolve invoice discrepancies.
• Respond to vendor inquiries regarding payments, invoices, and account balances.

Financial Administration

• Maintain accurate vendor files, W-9s, payment records, and supporting documentation.
• Assist with monthly credit card reconciliations.
• Maintain organized electronic and physical accounting records.
• Support month-end and year-end closing procedures.
• Prepare reports related to accounts payable and outstanding liabilities.
• Assist with annual audits by providing requested documentation.

Vendor Relations

• Establish and maintain positive relationships with vendors.
• Communicate professionally regarding payment status, billing issues, and account discrepancies.
• Research and resolve invoice or payment disputes promptly.

Compliance & Internal Controls

• Ensure all invoices receive proper approvals before payment.
• Maintain compliance with company financial policies and accounting procedures.
• Protect confidential financial information.
• Assist in identifying opportunities to improve accounting processes and internal controls.

Qualifications

Required

• High school diploma or GED.
• 2+ years of Accounts Payable or general accounting experience.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Excel, Outlook, and Word.
• Experience with accounting software (QuickBooks, Sage, NetSuite, or similar).
• Ability to manage multiple deadlines with minimal supervision.

Preferred

• Associate's or Bachelor's degree in Accounting, Finance, or Business.
• Experience in legal services, healthcare, or medical records industries.
• Experience with ERP or cloud-based accounting systems.

Knowledge, Skills & Abilities

• Strong mathematical and analytical skills.
• Excellent organizational and time management abilities.
• High degree of accuracy and attention to detail.
• Ability to maintain confidentiality.
• Professional communication and customer service skills.
• Ability to identify and resolve discrepancies independently.
• Strong problem-solving and critical thinking abilities.
• Ability to prioritize work in a fast-paced environment.

Physical Requirements

• Prolonged periods sitting at a computer.
• Frequent use of keyboard, mouse, and telephone.
• Occasionally lift up to 20 pounds.

Performance Expectations

The Accounts Payable Specialist will be expected to:

• Process invoices accurately and efficiently.
• Meet all payment deadlines.
• Maintain accurate financial records with minimal errors.
• Respond promptly to vendor and internal inquiries.
• Support month-end close activities on schedule.
• Maintain excellent organization and documentation.
• Demonstrate professionalism, integrity, and accountability in all financial matters.

Core Competencies

• Attention to Detail
• Accountability
• Integrity & Confidentiality
• Organization
• Time Management
• Teamwork
• Communication
• Problem Solving
• Adaptability
• Customer Service

Benefits
• Affordable health, dental, and vision insurance.
• $40,000 of COMPANY PAID life insurance.
• Accrued PTO from day one
• Retirement plan with company matching.